Maria,
We have the same issue on our campus, as I'm sure others do.  Since we know we will have to use Dining Services, we just budget their price (I often use the term "contracted group meals" and explain in the budget justification that we are required to use campus catering services for on-campus events).   It is common that this requirement is part of the negotiated contract--one of the trade-offs for keeping student meal plans reasonable.  You are to follow your institution's rules; the Feds will accept the food vendor's price if you are contractually obligated or mandated by policy to use them.  You might want to check the terms and conditions of the food service contract and see if there's any wiggle room.  If not, the delivery fee is a small price to pay to keep the institution from breaching the vendor contract.
bg

Barbara Gray

Barbara H. Gray, M.P.H.
Director of Sponsored Programs
 & Research Administration
IRB and IACUC Administrator
Valdosta State University
1500 North Patterson Street
Valdosta, GA  31698

xxxxxx@valdosta.edu
Telephone:  229.333.7837
Facsimile:  229.245.3853
www.valdosta.edu/ospra

Office Location:
Psychology Building, Room 3106

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@lists.healthresearch.org] On Behalf Of Maria Montoro Edwards
Sent: Wednesday, November 30, 2011 4:30 PM
To: xxxxxx@lists.healthresearch.org
Subject: [RESADM-L] Grant Funds for Food

Greeting Colleagues,

I have been off the list for a while and was unable to receive or post. I think I have solved the problem so forgive me if this has been a recent topic.

We have several sponsored projects where food for participants has been budgeted and approved by the sponsor (private and public). The campus policy is that we use the contracted food vendor and pay their
$25 delivery fee. We find that this costs 2 - 4 times as much as if the PI purchased food from an off campus source.

How do you justify paying more than needed? Better yet, how can I convince fiscal that this is unacceptable?

Thanks!

Maria

--
Maria Montoro Edwards, PhD, CRA
Assistant Vice President for Research and Sponsored Programs Marywood University
2300 Adams Avenue
Scranton, PA  18509
(570) 961-4775

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